Administrative Assistant, Great Plains Family YMCA (Weatherford, OK)

Description

The YMCA of Greater Oklahoma City has an immediate opening for a Branch Administrative Assistant at the Great Plains Family YMCA in Weatherford, OK. The Administrative Assistant has functional responsibilities in the areas of accounting/bookkeeping, clerical, payroll, personnel, advisory council, scholarships, and fundraising. They will develop meaningful and sustainable relationships with members, donors and volunteers. 

DUTIES AND RESPONSIBILITIES:

Accounting/Bookkeeping

• Make bank deposits daily.
• Post receipts by account daily.
• Track income using the daily cash report.
• Code all accounts receivable for payment.
• Track monthly expenses using the Association expense report.
• Prepare journal entries and/or check requests as needed.
• Resolve all issues related to returned checks and late or overdue payments.

Clerical

• Have full knowledge of all basic office procedures and equipment.
• Manage all incoming and outgoing mail and postal services to include bulk mailing and postage meter.
• Order, purchase, restock and inventory office and maintenance supplies.
• Assist Executive Director and Program Directors as requested.

Payroll

• Check time sheets for all required information.
• Audit time sheets after Program Director has completed them.
• Organize time sheets for Human Resources Department.
• Collect paychecks for distribution on payday.

Personnel

• Assist with proper documentation of new hire/rehire personnel and submit to Human Resources Department in a timely manner.
• Keep up-to-date records of vacation, sick leave and personal leave for full-time staff.
• Keep all personnel records up-to-date and securely filed.

Advisory Council

• Serve as recorder at all Council meetings and other committee meetings as requested.
• Correspond with Council regarding meetings, dates, and agendas.
• Keep accurate attendance records and contact information for all members of the Council.
• Prepare information packets and other support materials for every Council meeting.
• Plan, purchase and set up meals and supplies for every Council meeting.

Scholarships

• Review all applications for assistance, assuring that each is complete.
• Notify scholarship recipients.
• Keep up-to-date records for all recipients.

Fund Raising Campaigns

• Keep accurate and up-to-date records of contributions.
• Send monthly invoices, or as requested by donor.
• Attend all campaign meetings and other meetings as requested.
• Correspond with campaign volunteers regarding meetings and campaign updates.
• Complete weekly campaign reports and submit to the Financial Development Department.

Requirements

• Must stay current in CPR/AED/O2 and First Aid, renewed annually. (Training provided by the Y, if needed)
• Must complete all required Annual Compliance Trainings within 30 days of hire and renewed annually.
• Must be at least 21 years of age.
• Must be skilled in Microsoft Word, Excel, Publisher and PowerPoint.
• Experience in creating correspondence and various forms of documentation.
• Excellent interpersonal skills, good verbal and written skills.
• Experience in documentation for fund raising preferred.
• Team player with strong organizational and multi-tasking skills.
• Must be able to work quickly, independently and without supervision.
• Must have the ability to lift 30 pounds.